Business travel
A chauffeur handover checklist for travel agencies
Keep the agency, traveller and transport team aligned on flight details, passenger needs and changes.
Published 26 Oct 20262 min read
Distinguish the client from the booker
Provide the passenger name and working travel contact as well as the agency contact. Explain who should receive confirmations and who can authorise changes. A consultant’s office number may be of little use when the passenger is standing in arrivals outside office hours.
Check spelling and flight dates against the client’s current itinerary. Use the arriving flight rather than the first flight of a connecting journey. If the terminal is uncertain, say so rather than guessing.
Send operational details clearly
Include passengers, luggage, child-seat requests, access requirements and any unusually sized items. Add the full hotel address and clarify whether the journey goes directly there or includes another stop.
Request confirmation of essential requirements. A note in an enquiry records a request; it does not prove that a particular vehicle, seat, language preference or special arrangement has been accepted.
Give the client a usable arrival brief
The passenger should receive the confirmed collection instructions, reference and support contact in a format they can open while travelling. Check who will send that information and keep the agency’s own emergency contact available.
Avoid implying that the car booking includes hotel access, airline assistance or attraction reservations. Those need coordination with the relevant supplier, even when the agency is managing the whole trip.
Close commercial questions before travel
Agree how the booking is paid, where invoices should go and which reference should appear. Discuss any agency partnership terms directly with P5; commission, resale permissions or special billing should not be assumed.
When a flight or hotel changes, send a short amendment showing the old and new details. Wait for confirmation and then update the client’s final itinerary so only one version remains in circulation.
Plan the next step
Check your journey price
Enter the addresses, date, passengers and luggage to check the price. If your itinerary needs team approval, wait for a confirmed fixed fare before paying. Your confirmation sets out the agreed journey and included charges; changes and extra waiting may cost more.
Rather talk it through? Call 020 8742 2888, 24 hours a day.
P5 Chauffeurs is a TfL-licensed private hire operator (licence no. 11928). Every journey is pre-booked at a fixed price with a licensed driver in a licensed vehicle. Written by P5 Chauffeurs.